record retention schedule of human resource & corporate ... · record retention schedule of...

Record Retention Schedule

of

Human Resource & Corporate Affairs Directorate

GUIDE LINES ON MAINTENANCE OF RECORDS w.r.t RECORD RETENTION

SCHEDULE

1. All Files / Registers are to be maintained on financial year basis.

2. In the court cases, the connected documents/files should be retained till Disposal of the

case by the highest Court of appeal.

3. Records not listed with Retention Schedule shall have a retention period to be decided as per the requirement.

4. Where ever records are also being maintained in electronic forms, such data in electronic forms should also be maintained for the retention period as mentioned in this schedule.

Retention, Disposal and Destruction of Records:

All live as well as old records, including those kept in the record room/ with

external storage agency shall be reviewed/scrutinised periodically, at least once

in a financial year preferably in April of the following year by a committee

consisting of minimum two Executive/ Officer constituted by RHR

Head/Function Head . In case of disposal the recommendations of the

committee shall be recorded in Disposal Register(standard format) and the same

shall be recommended by RHR head/ Head of the function for approval of

SVP(HR). Subject to approval of SVP(HR), records due for destruction may be

disposed off in a manner as mentioned in this schedule, under the supervision of

RHR head/Function head and duly certified as under.

The records maintained in hard or soft form shall be under the purview of these

guidelines and retained or disposed accordingly.

“This is to certify that the below mentioned records were destroyed on ----/---/20--- by

shredding/other means in my presence”.

(Signature of Committee Members) (Signature of RHR Head/Function Head)

Name Name:

Designation Designation:

Date: Date:

Seal:

A. Corporate Human Resource Department:

Sr. No

Function/ Section/Cell

Record Classification Retention Period

1 2 3 4

1 Establishment

A Circulars/OMs/Guidelines

i All circulars/orders/guidelines related to organization structure for regular employees.

10 yrs in hard form & subsequently in soft form(after digitization).

ii Subject wise Guard File containing all DOPT/DPE/Government OMs/guidelines related to CPSEs & its Executives, Officers(NUS), Unionized, Contractual, FTCE and Direct Contract employees

10 yrs in hard form & subsequently in soft form.

B CP files(Personal Files)

i CP Files of Executives maintained as per the SOP for maintenance of CP files. However original record of joining and separation, with details of last pay drawn shall be retained in soft form till the employee is alive.

Till the employee is alive +5 years if no dispute is pending. Soft copy to be retained permanently (after digitization).

C Life Cycle events

i Processing File for Transfers / Resignation /Postings / Re-designation etc of Executives {Original Office orders/approvals related to Life Cycle events shall be transferred to the CP/Personal file of the executive in the soft form created as per SOP for CP file Maintenance}

1 year

D Processing File for sanction of benefits under

Continuous Learning Scheme of the company{Original Office orders/approvals shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

2 years after completion of study.

E Processing file for forwarding of applications for

outside employment{Original Office orders/approvals shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

2 years

F Processing file for Deputation/Secondment

cases{Original Office orders/approvals shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

Till deputation/Secondment period+1 year

G Process file for NOC for applying Indian Passport 1 year

H Processing file for External Influence {After disposal of reference, the documents are to be transferred to

2 years

CP/Personal file}.

I Processing file containing briefs prepared/ updated

and submitted – Parliament Session wise

3 years in hard form & subsequently in soft form(after digitization).

J Parliamentary Questions/Assurances etc: Admitted &

Answered

K Parliamentary Questions/Assurances etc: Others

L Replies to various questionnaires/ minutes/

observations of different Parliamentary Committees

relating to HR

M Correspondences/emails-Internal Till FY + 2 years

N Correspondences/emails-External Till FY + 2 years

2 Board Matters

A Job description for Director positions of Balmer

Lawrie & Co. Ltd and Approved Organisation

structure and sanctioned strength for E8 & above.


B Position-wise Nominations for Board Level

Positions

2 years or till tenure period in case of appointment

C Board Notes along with Board Resolutions related to HR and Administration

10 yrs in hard form & subsequently in soft form

3 Reservation

A Annual Report on SC/ST 3 years in hard form and subsequently in soft form(after digitization).

B Compiled report to DPE/MoPnG

C Annual Report on PWD

D Compiled report to DPE/MoPnG

4 MoPnG Matters

Reply to MoPnG questionnaires, queries, reports

related to HR

3 years and subsequently in soft form(after digitization).

5 Pay Revision Matters

A Process files for Pay Revision of Executives 10 yrs in hard form & subsequently in soft form(after digitization).

B Process files for Pay Revision of Officers(NUS) 10 yrs in hard form & subsequently in soft

form(after digitization).

6 Policy

A Recruitment Policy for Executives, Officers, FTCE/Direct Contract employees including approvals and amendments. Also incl. interpretations, clarifications if any


B Performance Management Policy for Executives including approvals. Also incl. interpretations, clarifications if any


C Career Progression Policy for Executives including approvals and amendments. Also incl. interpretations, clarifications if any


D Reward & Recognition Policy including approvals and amendments. Also incl. interpretations, clarifications if any


E Training Manual including approvals. 10 yrs in hard form & subsequently in soft form

7 Standard Operating Procedures

A SOP for CP file Maintenance including approvals and amendments. Also incl. interpretations, clarifications if any


B SOP for New Employee On Boarding for Executives including approvals and amendments. Also incl. interpretations, clarifications if any


C SOP for Character and Antecedent Verification including approvals and amendments. Also incl. interpretations, clarifications if any


8 Performance Appraisal

A Appraisal records for Executives including KPT setting, Mid Term Review and Year end Appraisal in respective files and/or Online Database

Till the employee is on the rolls + 5 years (in case of any pending dispute, the records shall be maintained till final

APAR documents for Executives at Grade E-8 as per DPE guidelines.

resolution of dispute)

B Moderation Committee minutes for Executives & Officers 10 years

C Process file for dealing with Representation/Appeals in Executive/Officer category against Appraisal {Documents related to Representation/Appeal after disposal shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

5 years

9 Promotion

A Departmental Promotion Committee Minutes for Executives & Officers(NUS)

20 years

B Process file for dealing with Representation/Appeals in Executive/Officer category against non-promotion {Documents related to Representation/Appeal after disposal shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

3 years

C Promotion orders for Executives & Officers(NUS) in respective files and/or Online Database{Original Office orders/approvals shall be transferred to the CP/Personal file of the employee created as per SOP for CP file Maintenance}

Till the employee is on the rolls + 5 years

D Processing file for filling up the approved position

through Internal Vacancy Notifications {Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

E Year wise Promotion Reservation Register/Rosters

for Group A & B positions


10 Recruitment Files containing Approval of Competent Authority (MPR) for Recruitment to all Regular and Non Regular in Executive category, FTCE positions.


A Process(Recruitment Master) files for all regular employment in Executive positions consisting of all documents including advertisement if any and other approvals as per applicable Recruitment Rules{Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

B File containing applications of unsuccessful candidates along with attached documents.

1 year after completion of recruitment process for the position

C File containing applications of empanelled candidates along with attached documents as part of Recruitment Master file.


D Documents related to Recruitment to Officer(NUS), Group B positions through written test

i Process (Recruitment Master)File for all regular employment in Officer(NUS) positions consisting of all documents including approvals as per applicable Recruitment Rules{Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

ii Written test result from Agency entrusted to conduct the test.

2 years in hard form and subsequently in soft form(after digitization).

Iii OMR sheet to be retained by the agency. Till 6 months from the declaration of result

iv After six months Recruitment section shall collect the OMR sheets of selected/empanelled candidates in hard form from the agency.

10 yrs in Hard form & 15 yrs in soft form

v Correspondence related to Officer(NUS) recruitment including reply to RTI queries, Vigilance, National Commission etc.

2 years

vi All recruitment related documents including Recruitment Master, In case of Court Cases (if any).

Till final disposal of case + 1 year

E Processing files for all Consultants/Advisers/Retainers engaged through CHRD

Till the Consultants/ Advisers/Retainers is engaged+1 years

F Year wise Recruitment Reservation Register/Rosters

for Group A & B positions


G Caste verification certificate and correspondence for Executives {Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

H Documents related to Verification of Character & Antecedents forms for Executives & letter to authorities, - registered AD slips, replies received {Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

2 Years

11 Electronic data All electronic data maintained in PMS database Till the

employee is on rolls of the company +5 years

12 Learning and

Development

A Process file for subject wise Training programs

conducted in-house containing, TNI document/

proposal from businesses/function, approval of

Competent Authority, Nomination details, expense

incurred. Result achieved.

2 years after the completion of the training program

B Training History of individual Executives and

Officers

Till the employee is on rolls of the company

C Process file for subject wise Training programs

conducted externally containing, TNI document/

proposal from businesses/function, approval of

Competent Authority, Nomination details, expense

incurred. Result achieved.

2 years after the completion of the training program

D Training Feedback forms 1 year

E Participants report on learning and Job Improvement

Plan(JIP) from the external training program

10 years

F Training Calendar including approvals 2 years

G Annual Training Need Analysis record 2 years

H Correspondence-Internal 2 years

I Correspondence-External 2 years

J Course material to be retained in Library in

DVDs/LMS database and hard disk.

10 years from the date of training

13 Approved

Forms/

Formats

A MPR Permanently

and as

modified from

time-to-time

in Soft Form

B Advertisement Approval

C Recruitment – Scrutiny/ Shortlisting

D L&D Nominations

E L&D Participant Feedback

F L&D – JIP

G Recruitment – Scrutiny/ Shortlisting

14 Registers Inward and Outward Register- office of SVP(HR) 2 years

15 Statutory

Returns

A Form ER-I and ER-II under Employment Exchanges(Compulsory Notification of Vacancies) Rules 1970- for Executives.

1 yr in hard form & 5 years in soft form.

16 Agreements

A Employee Search Firms 2 years from expiry of contract

B Back Ground Verification Agency 2 years from expiry of contract

C Document Verification Agency 2 years from expiry of contract

Methodology for Disposal: By Shredder

B. Regional Human Resource Department :

Sr. No



1 Establishment

Circulars/OMs/Guidelines

A All circulars/orders/guidelines related to organization structure/ life cycle events for regular employees.


B All circulars/orders/guidelines /IOMs related to engagement of persons on non regular or contractual basis including consultant/retainers etc.


C Subject wise Guard File containing all DOPT/DPE/ Government OMs/guidelines, Presidential Directives related to Officers(NUS), Unionized, Contractual, FTCE and Direct Contract employees.


D Notice of formation of Grievance redressal committee as applicable, approvals thereof

10 Years

E Notice of formation of Sexual harassment Committee, approvals thereof, record of quarterly meetings

10 Years

F Local/ Regional Office Notice/ Circulars 5 Years

2 Life Cycle Activities

Processing File for Organisational Changes /Transfers / Resignation /Postings / Re-designation of Officer(NUS),Unionized employees , Direct Contract & FTCE employees {Original Office orders/approvals related to Life Cycle events shall be transferred to the CP/Personal file of the employee created as

Till FY + 1 year

per SOP for CP file Maintenance}

Processing file for Resignation cases in Officer, Unionized employees , Direct Contract

& FTCE category {After processing, the approval documents are to be transferred to CP/Personal file}

2 years

Copy of exit interviews as per policy 5 Years

3 Leave

A All Leave records For Executives Till the employee is on the rolls +1years

B All Leave records For Officers

C All Leave records For Unionized Category

D All Leave records For FTCE/Direct Contract

E Processing file for Privilege Leave

Encashment.

Till the employee is on rolls of the company

4 Correspondences Correspondences-Internal Till FY + 2 year

A Correspondences-External Till FY + 2 year

5 CP files (Personal Files)

A CP Files of Officer, Unionized employees , Direct Contract & FTCE employees maintained as per the SOP for maintenance of CP files

Till the employee is alive +5 years if no dispute is pending. Soft copy to be retained permanently.

B Personal files of Consultants, Retainers engaged in the region containing all approvals and other statutory documents

Till the Consultant, Retainer is engaged + 4 years

6 Medical Facility

A Process file for Medical facility/reimbursement for Unionized category employees

5 years

B Process File for Medical reimbursement of Executives

5 years

C Process file for Medical reimbursement under PRMBS

5 years

D Process File for Annual Health Check-up for Executives

2 years

E Process File for Annual Health Check-up for Officers

2 years

F PRMBS Register with beneficiaries' details, claimable and claimed amounts, balances

Till the life cycle of the beneficiaries G PRMBS Process Files

H PRMBS enrollment forms, copy of subscription payments received

7 Guard File Guard file containing all DOPT/DPE/Ministry guidelines and Presidential Directives related to Reservation in Group C&D positions

Permanently

8 Welfare

A Process file for Uniform facility for Unionized category employees

3 years

B Process files for LTA for Executives, Officers and unionized category employees

2 years

C Process file for Merit Scholarship 5 years

D List of employees receiving Long Service

Awards

15 years

9 Recruitment/ Engagement

A Files containing Approval of Competent Authority(MPR) for Recruitment to all Regular and Non Regular in Officer(NUS) category, FTCE, Contractual, Out Sourced, Direct Contract, Consultant/Adviser/ Retainer positions.


B Process files (Recruitment Master)for all regular or non regular employment/ engagement in the region in Officer, Unionized Category, FTCE, Contractual and Direct Contract employees and non regular positions consisting of all documents as per applicable Recruitment Rules{Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

C File containing applications of unsuccessful candidates along with attached documents.


D File containing applications of empanelled candidates along with attached documents.


E Processing file for Confirmation of employees recruited on regular & FTC rolls including all confirmation appraisal documents {After confirmation, the approval documents are to be transferred to CP/Personal file}.

As per CP/Personal file

F Process files for all deputation/engagements of persons of Out Sourced Agencies/Contractors in terms of approved Company Policy{Documents related to the engaged candidate shall be transferred to the Personal file of the candidate}

2 years

G Year wise Recruitment Reservation 10 yrs in hard

Register/Rosters for Group C & D

positions

form & subsequently in soft form

H Approved bills of outsourcing agency for recruitment/ recruitment agency

2 Years

I Caste verification certificate and correspondence for Officers {Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

5 years

10 On Boarding

A All process papers related to On-Boarding of Executives as per SOP for Employee On Boarding{After on boarding, the approval documents are to be transferred to CP/Personal file}

1 year

Documents related to Verification of Character & Antecedents forms for Officers & letter to authorities, - registered AD slips, replies received {Documents related to the selected candidate shall be transferred to the CP/Personal file of the candidate created as per SOP for CP file Maintenance}

2 Years

Induction plan, admin/ IT requisitions for new joinee

2Years

Requisition for new ID card 1 year

11 Disciplinary Actions

A Employee wise Process files consisting of all documents (including Domestic Inquiry documents) as per CDRR(for Executives & Officers ) or applicable Service/Disciplinary Rules for Unionized Category, FTCE/Direct Contract employees.

Till the employee is on the rolls + 5 years

12 Performance Appraisal

A Process file for Appraisal of Unionized Category employees

10 years

B Process file for Appraisal of FTCE and Direct Contract category employees

Till their engagement with BL + 5 year

C Appraisal records(including KPT setting, Mid Term Review and Year end Appraisal where applicable) for Officers(NUS), Unionized & Non Regular category employees in respective files or Online Database

Till the employee is on the rolls +5years

D Moderation Committee minutes for Unionized, FTCE and Direct Contract employees(where applicable)

1year(After that it shall be maintained in

digitized form)

E Year wise Promotion Reservation Register/Rosters for Group C & D positions.


13 Promotion

A Process file for Promotion of Unionized Category employees

5 years(After that it shall be maintained in digitized form)

B Promotion orders for Unionized Category

employees to be maintained in CP files.

As per CP file retention period

14 Filled Forms (Employee

Related)

To be maintained in CP/Personal file

A Nomination documents under EPF & MP Act For Executives, Officers & unionized employees

Till the death of the employee + 5 years B Nomination documents under EPF & MP Act

For FTCE & Direct Contract employees

C Nomination documents under EPF & MP Act For Non Regular/Contractual persons

As per SOP for Non regular engagement

D Copy of Form 3(PS), 4(PS), 5(PS), 10 D,

11 & 13 R under EPF & MP Act

Till the death of the employee + 5 years

E Form D, E, F, G, H,I, J,K,L and M as applicable under Payment of Gratuity (Central)Rules-1972

To be kept as part of CP/Personal file.

15 Manpower planning

Process file for Organizational structure/ restructuring (for SBUs)

10 years

16 Log Books

All Company owned vehicle logbook 3 years

All company hired vehicle logbook 3 years after expiry of the hire period

17 HSE

A Daily HSE inspection check-list (HR portion) 2 years

B First-aid report 2 years

Record of PPE issued to all employees & contract employees

5 Years

Register of accidents 5 yrs in hard form & subsequently in soft form

18 Wage & Salary Admin

A Attendance register/ soft copy punch data 5 yrs in hard form & subsequently in soft form

B Time-off/ out-door duty/ tour/ attedance regularization slip in hard/ soft form as applicable

5 years

C Process files for Pay Fixation of Unionized category and Non regular positions

10 years

D Processing file for sanction of Perquisites

and Benefits {After processing, the sanction documents are to be transferred to

CP/Personal file}.

1 year

E Employee claims for withdrawal from

RPFC, Gratuity claims (copy to CP File)

Till the final settlement of the employee

19 Admin(Other Than RHR-ER)

A Copies of tenders, empanelment’s, amendments, TCRs and supporting documents, purchase/ work orders, letter for negotiation and other correspondence with parties, vendor evaluation, blacklisting

10 years. In case of any dispute, the documents shall be retained till resolution of dispute.

B Company Guest house allotment records and approvals, register

1 Years

C Security

i Visitors' entry register 3 Years

ii Material in/ out register 5 yrs in hard form

iii Security report register 5 Years

D Company accommodation allotment approvals, letters

3 Years

E Car hiring requisitions, payments Till the expire of the contract period

F Company leased accommodation notes, approvals, payment records

10 Years

G Administrative expenses/ approvals file 3 Years

H Approvals for bazar purchases, other approvals for misc. administrative expenses

3 Years

I Capex proposals, budgetary offers, sanctioned capex items, records of completion

10 Years

J Properties

i Copies of all original property related documents for properties owned by the Company

Permanently in hard form or in Digitized Form ii Original documents related to rented/ leased

properties incl. approvals

iii Correspondence with housing society, payment of charges, municipal charges and other utility payments for Company owned/ rented properties

Till the property is owned/rented by the company+5 years

K Raj Bhasha Bibhag Process Files related to Hindi workshop, Hindi quarterly meeting, Parliamentary inspection, internal inspection, Hindi Pakhwada, Hindi library, Govt. CIrculars, Quarterly report

10 Years

L CSR Correspondence with HO/ NGO Partners/ Local administration regarding CSR projects

5 Years

20 Employee Relation Long Term Settlements

A Process file for Long Term Settlements Permanently in hard form or in Digitized Form

21 Agreements with Unions Permanently in hard form or in Digitized Form

22 Process files for Grievance Readdressal Committee proceedings containing Grievances, action taken report & report to Ministry etc if applicable.

2 years

23 Union and Association Routine Correspondence with Unions 5 years

24 Annual Declaration Declaration of dependents for LTC &

Medical facilities

Till the employee is on the rolls +5years

Life certificate for PRMBS Till the employee is alive

Annual Property return Till the employee is on the rolls +5years

25 R&R Award Processing files for Reward & Recognition Awards

2 years

26 Loans & Recovery

A Process files for HBL, Car Loan, Furniture

Equipment Scheme and other loans & their

recovery

Till pendency of the loan + 2 years

27 Correspondence Correspondence with Out Sourced Agency 5 Years

Correspondence with statutory/ local

authorities

5 years

28 Raj Bhasha

Bibhag(RHR-ER)

A Correspondence with Ministry/Department

of Official Language

1 year

B Qtrly. Report of OL 1 year

C Files pertains to Parliamentary Committee

inspections

Till the Committee’s next visit

D OL Policy, Act & Rules, OL Check points

Guard File


E Correspondence files-internal & external 1 year

F Hindi Training Register Till the employee on rolls.

G Sanction of Awards under Hindi Incentive

Scheme

Till completion of audit + 1year

Parliamentary Committee inspection report

on Hindi and compliance

Permanently in digitized form

29 Agreements with

vendors/Service

providers

All agreements with Service providers Till 5 years after the expire of the agreement period

30 Registers/Returns/Forms

A Contract Labour(R&A) Act & Rules

All Statutory Registers, Returns and Forms 5 yrs after the last entry

B ESI Act 1948 All Statutory Registers, Returns and Forms 5 yrs after the last entry

C Payment of Bonus Act 1965 Form A, B, C and D under Payment of Bonus Act 1965 to be generated and retained by RHR-ER for the company.

5 yrs after the last entry

D The Minimum Wages(Central) Rules 1950

All Statutory Registers, Returns and Forms 3 yrs after the last entry

E Factories Act & Rules All Statutory Registers, Returns and Forms 5 yrs after the last entry

F The Payment of Wages Act 1936 All Statutory Registers, Returns and Forms

5 yrs after the last entry

G Industrial Employment

(Standing Order) Act 1946 All Statutory Registers, Returns and Forms 5 years from

date of last entry

H Minimum Wages Act 1963 All Statutory Registers, Returns and Forms

5 years from date of last entry

I Shops and

Establishment Act 1947 All Statutory Registers, Returns and Forms


J Inter-State Migrant

Workmen Act 1979 All Statutory Registers, Returns and Forms


K Employee Compensation

Act 1923 All Statutory Registers, Returns and Forms


L Industrial Disputes Act Register Of Settlements 5 years from date of last entry

31 MIS

A Quarterly manpower report, actuarial valuation data, HR inputs to Management report, holiday list incl. approval thereof

10 Years

B Copies of Company HR policies incl. amendments, interpretations, clarifications

Permanently

32 Statutory Records

A Contract Labour (R&A) Act 1970

Registration Certificate in compliance to the provision under section 7(1) of CL(R&A) Act 1970

Permanently

Certified copy of Contractor’s License under CL(R&A) Act 1970

Permanently

Copy of employment Card in Form XIV 5 Years

Copies of all statutory notices displayed as relevant to establishment/ operating unit incl. Abstract of acts, Notice under Contract labour act

10 Years

B Factories Act & Rules FORM-1

Requesting Approval for Factory Building

Permanently

FORM-2 Factory Licence Renewal application

5 years from date of last entry FORM - 3A Notice of Change of Manager

FORM - 4 Factory Licence

FORM - 5 Fitness Certificate

All other statutory Registers, Reports, Records, Returns, Cards, Certificates and Forms

C Maternity Benefit Rules 1967 All Statutory Registers, Returns and Forms


G Employment Exchanges(Compulsory Notification of Vacancies) Rules 1970

Requisition

Form

Central /local Employment

Exchange depending on the

nature of vacancies


H The Gratuity Act 1972

All Statutory Registers, Returns and Forms

To be retained as part of CP/Personal file

I Contract Labour

(Regulation & Abolition)

All Statutory Registers, Returns and Forms 5 years from date of last Copies of separate e-challans/ECR, in respect

Act 1970

of contract employees employed by Contractors in Balmer Lawrie.

entry

Details of remittances to ESI/ PF with supporting statements - for employees on direct/ contract rolls, copies of PF/ Pension forms

J ESI Act 1948 ESI / WCM ESI Challan 5 Years

FORM 0 - 1 Employers Registration Form Permanently

All other Statutory Forms

Until the personal dossier of the employee is maintained

FORM - 5 ESI RETURN 5 years from date of last entry

FORM - 6 Return of Contribution

FORM 6 -A

Statement of Advance

payment of Contribution

FORM - 28

Assentation Verification - of

employees on leaves

FORM 28-A

Assentation Verification - of

employees on leaves

FORM - 37 Continuing Employment

FORM - 53

Application for Dispensary

Change

Inspection Book

K Employees Provident Fund

Act 1952 FORM 1

Application for grant of

exemption Permanently

FORM 5-A Return of Ownership

FORM 6-A

(Revised)

Annual Contribution

Statement Until the personal dossier of the employee is maintained

FORM 9

(EPS)

Declaration by a person

taking up employment.

FORM - 2

(Revised) PF Nomination

Form - 11 (Revised)

Declaration given by a person

FORM - 19 PF withdrawal 5 years from date of last entry

FORM - 20 PF withdrawal for death case

FORM - 10 - C if not work any company for Pension Claim below 10 years

FORM - 10 - D Pension Claim

FORM - 31 Advance Form for PF

FORM - 13 A PF Transfer Form

PF Challan

L Minimum Wages Act 1963 All Statutory Registers and Forms


M Shops and

Establishment Act 1947 All Statutory Registers and Forms


N Inter-State Migrant

Workmen Act 1979 All Statutory Registers and Forms

5 years from date of last

entry

33 Standardised Forms/

Formats

34 Learning & Development Approval for training programmes, fees, administrative costs, nominations, training attendance sheet

5 Years

35 ISO Documents ISO 90001 Files (HR): Training Need identification, Competency mapping, Job description, training records

5 Years

36 Electronic data All electronic data maintained in HRMS database

Till the employee is on rolls of the company +5 years

37 Grievance Process file for Grievance redressal Committee proceedings containing Grievances, action taken report and report to Ministry and other statutory of Govt. bodies.

2 years from the date of filling of grievance

Note: All regional HR Heads shall be responsible for registration under ‘Shram Suvidha’ or any other

portals as advised by appropriate government.

Methodology for Disposal: By Shredder

C. Health Safety And Environment Department :

Sr. No



HSE

HSE POLICY Permanent

HSE Manual Permanent

HSE Tenders 5 Years

Records of Major Accidents[LTI/Fatality] and Investigations 10 Years

HSE Audit Reports Internal 10 Years

HSE Audit Reports External 10 Years

HSE Training records ( Internal) 5 Years

HSE Training Records ( External) 5 Years

Mock Drill Records ( Location wise) 3 Years

HSE related Correspondence to Ministry 10 Years

HSE Monthly Information system 5 Years

RTI reply to any query 10 Years

Licenses / Authorisations related to Environment , safety at Unit Level .[ Documents to be available in Portal]

Parmanently

Returns related to Health, safety , Environments at Unit level 10 Years

D. Corporate Legal Department :

Sr. No



1 RTI Cases disposed without attracting any 1st Appeal 3 years

2 RTI Cases attracting 1st Appeal 3 years

3 RTI Cases attracting 2nd Appeal 5 years

4 RTI Files relating to implementation, suggestion, guidelines etc.

Permanent

5 Legal Arbitration & Litigation Cases (Non-Employee) 1 year from when the case is finally closed in all respects by Order or by

limitation

6 Legal Arbitration & Litigation Cases (Employee) 3 years from when the case is finally closed in all respects by Order or by limitation or separation of

employee-whichever is

later.

E. Corporate Communication Department :

Sr. No



1 Corporate Communication

Circulars pertaining to Corporate Communications Permanently

2 Publications (Corporate brochure, Brand Manual, Newsletter, House Journal etc.) – All publications are available in soft form

Permanently

3 Policies Permanently

4 Process Files related to Branding activities/ events including the approvals of Competent Authority.

Permanently

5 Approved Press Releases / Media Briefings Permanently

6 MOPNG queries related to Corp Comm / Advertising and Branding

3 years

7 Reply to Government Departments/ Ministries other than MOPNG.

3 years

Tenders 5 years